Why Troubleshooting Workflows Matters More Than Ever
In 2025, marketing and sales automation is the backbone of growth. But what happens when workflows don’t work as planned?
Across Reddit communities like r/HubSpot, r/marketingautomation, and r/CRM, users are sharing the frustrations and fixes for broken HubSpot workflows. From leads not getting emails to tasks not being created, one thing is clear: Workflow troubleshooting is a must-have skill if you want smooth operations.
If you’re setting up or optimizing workflows inside HubSpot, here’s what the Reddit hive mind says you need to know.
The Most Common Workflow Problems (and How to Spot Them)
🚫 Enrollment Failures
- The most frequent complaint on Reddit.
- Cause: Wrong trigger criteria or bad list segmentation.
🛑 Stuck Deals or Contacts
- Contacts sit forever in one stage with no movement.
- Cause: Missing if/then branches or faulty re-enrollment settings.
💬 Incorrect or Missing Notifications
- Sales teams missing new lead alerts.
- Cause: Poor internal email setup or misfired delays.
🔁 Loops and Recurring Errors
- Contacts get stuck in endless loops.
- Cause: No exit criteria or improper goal completions.
The Step-by-Step Troubleshooting Checklist
🧩 Here’s the checklist Reddit power users swear by:
1. Review Enrollment Triggers
🎯 Go to the enrollment criteria and double-check:
- Is it based on the right property?
- Are you using AND/OR logic properly?
- Did you account for all necessary fields?
2. Audit Actions and Branches
🔎 Map every action:
- Are emails attached correctly?
- Are if/then branches complete with fallback paths?
- Is any critical step missing?
3. Check Re-Enrollment Settings
🔄 Can contacts/deals re-enter the workflow?
- Some workflows should be one-time-only.
- Others (like a follow-up nurture) need re-enrollment enabled.
4. Validate Email Settings
📩 If emails aren’t sending:
- Make sure they are published (not drafts).
- Confirm sending permissions and subscription types are correct.
5. Preview and Test
🧪 Always use HubSpot’s “Test” function:
- Create dummy contacts matching the enrollment criteria.
- Watch the full flow to catch surprises before going live.
6. Monitor the Workflow Health Tool
📈 HubSpot’s Health Tool shows:
- Drop-off rates
- Errors
- Average time between steps
Redditors recommend checking it weekly for active workflows.
Common Reddit Tips for Fixing Workflow Nightmares
✅ Use Lists for Complex Criteria
If your enrollment rules get too messy, create a static or active list first. Enroll based on list membership—it’s easier to debug.
✅ Split Complex Workflows
If your workflow has 30+ steps, split it!
Create smaller workflows connected by triggers. Easier to maintain, easier to troubleshoot.
✅ Set Workflow Goals
Goals aren’t just for reporting—they also automatically unenroll contacts when they achieve success criteria.
✅ Use Delays Wisely
Don’t stack multiple delays back-to-back without purpose. Redditors suggest setting a clear reason for each pause in automation.
When to Ask for Help (and Where)
Sometimes the problem isn’t obvious. Here’s where Redditors suggest turning:
👥 HubSpot Community Forums
HubSpot’s own forums are staffed by experts and users alike.
🛠️ HubSpot Support (for Pro+ Plans)
If you’re paying for Professional or Enterprise, don’t hesitate to submit a ticket. Reddit users report quick and helpful responses.
🧠 Reddit Itself
Post your workflow screenshots (redacted for privacy!) in r/HubSpot with a clear explanation. The community loves to solve puzzles.
Advanced Troubleshooting Tactics Reddit Loves
🔍 Create a Parallel Testing Workflow
Duplicate the problematic workflow and simplify it.
Test with a few dummy contacts to isolate which part breaks.
🔧 Check for Conflicts Across Workflows
Sometimes, two workflows modify the same property simultaneously, causing issues.
Solution: Create a spreadsheet mapping all workflows touching key properties.
🛡️ Use Enrollment Suppression Lists
Avoid enrolling contacts who shouldn’t be included by setting up suppression lists.
The Reddit Verdict: Troubleshooting Is a Core Skill
✅ If you’re running more than 5 workflows, you need a regular troubleshooting process.
✅ If you’re scaling campaigns or sales sequences, test at every stage.
✅ If you want reliable forecasting and lead management, spend the time upfront debugging.
One Redditor summarized it perfectly:
“Workflows are like dominoes. One tiny error knocks everything over. Triple-check the first one before pushing them all.”
Final Thoughts
Troubleshooting HubSpot workflows isn’t glamorous—but it’s essential.
If you want better lead nurturing, faster sales cycles, and happier teams, invest time in learning the common pitfalls and fixes.
Reddit’s marketing pros agree: Workflow mastery is a career superpower in 2025.
Want a free Workflow Audit Checklist?
Drop a comment or DM me “WORKFLOW PRO” and I’ll send you a copy! 🚀
TL;DR
- Common issues: enrollment failures, stuck deals, missing emails, endless loops.
- Always test with dummy contacts.
- Set clear workflow goals and use suppression lists.
- Check workflow health reports regularly.
- When stuck, Reddit and HubSpot support can save the day.
Stay automated. Stay unstoppable.
If you’re tired of losing leads and missing out on sales, it’s time to take control. Sign up for HubSpot’s Free CRM today and start turning more leads into customers!
